PRESENTATION

ON
“TIME MANAGEMENT”

SUBMITTED TO:
Dr.Rowena. Wright

SUBMITTED BY:
(Group 7)
Chaithanya
Melwin
Sajan
Shwetha. Kumari
Yasmine

TIME MANAGEMENT
Introduction:-
Time management is important for everyone. While time management books and
seminars often place their focus on business leaders and corporations, time management is also
crucial for students, teachers, factory workers, professionals, and home makers. Time
management is perhaps most essential for the person who owns his or her own business or who
runs a business out of the home. Managing work and home responsibilities under the same roof
takes a special type of time management

Definition:

“Time management is a set of principles, practices, skills, tools, and systems that work
together to help you get more value out of your time with the aim of improving the quality of
your life”.

“It is the art of the arranging organizing scheduling, and budgeting one’s time for the
purpose of generating more effective work and productivity”.

Meaning

An important aspect of time management is planning ahead. Sometimes, successful time

management involves putting in more time at the outset in order to reorganize one’s life. Though
many time management books and teachings differ in their suggestions, most agree that the first
step in efficient time management is to organize the workspace or home. Even if one's schedule
is well-ordered, but the office and filing system are a disaster, time will be wasted trying to work
efficiently in a disorderly place.

After cleaning, purging, and reorganizing the home or office, the next step in time management
is to look at all the activities one participates in during a week. Every last detail should be written
down, including the time it takes to shower, dress, commute, attend meetings, make phone calls,
clean the house, cook dinner, pick up the children from school, take them to after-school
activities, and eat meals. Also include time for entertainment or exercise, such as driving to the
gym, going for a walk, watching television, or the Internet.

Often, when individuals write down every last activity, they find that there is very little time left
for sleeping. The end result is that many activities must be pared down, eliminated, consolidated,
or delegated. Prioritizing activities on a scale of one to three – one being the most important and
three being the least – can help with this task.

Conclusion

Good time management involves keeping a schedule of the tasks and activities that have been
deemed important. Keeping a calendar or daily planner is helpful to stay on task, but self-
discipline is also required. The most efficient to-do list in the world will not help someone who
does not look at or follow his own daily planner.

Analysis of time
Time plays an effective role in each and everyone’s life. We are table to achieve success
when we know to manage the time effectively. Effective time management means do their work
effectively and they are called as time managers. Effective time management starts with
analyzing where and how time is time is spent. An effective manager has the ability to gain
control over time and make the best use of it. Some may feel that they are making a best
utilization of time by skipping a function or by not having the dinner/lunch. There are things that
just happen every time and with everyone. Same is the case with time. Most of the times we take
it for granted that there is always plenty of time. Due to this perhaps we indulge in various
activities, which are a wholesale waste of time the clock is always ticking. The seconds always
keep on ticking to attain short-term goals of making a minute with 60 ticks. After reaching a
milestone of a minute the second's hand of a clock don't take a break, but start afresh for another
round of 60 ticks. Minutes adds to make a quarter, quarter adds to make a hour, hour adds to
make a day. They always focus on the smaller targets- that is a minute and the bigger aim of the
clock itself gets fulfilled. That's why the minutes hand have to work less, as the seconds hand
does most of the running around. The minute hand just has to make 60 movements on a clock
dial. The hours hand is the luckiest of the lot. It just moves for 12 times in an hour. But the
seconds hand movies for 3600 times around the dial for the same hour. Thus we have to manage
time effectively like a minute hand of a clock.

Time logs
Time logs are the entry table used in an organization. They are used to measure the
performance of the employee’s as well as for dividing the work. They can be designed for daily,
weekly, or fortnightly use and can help in identifying how many hours an individual spends on
actual work.

TIME LOG
(From dd/mm/yy to dd/mm/yy)
Time spent each day at workplace (Hrs/min)

TASK MON TUES WED THURS FRI

Working on actual task

Use of internet

Use of telephone

Meeting/seminars attended

Meeting visitors

After maintaining time logs for a minute (say for four or five weeks), managers can analyze their
pattern of time spending. Time logs help managers in identifying activities that waste time and
potential amount of time wasted. Daily time log allows managers to evaluate how productively a
day has been spent. It is important to update time log at regular interval of time and to make
entries of various tasks performed through the day. The description of the tables is as follows:

 It should be brief: it should contain only three to four words.

 No of minutes spent on each activity must be included.
 It should be clear
Time logs improve the performance of managers and increase the organization’s productivity. Managers
start feeling accountable for the way they spend their time. However, time logs should be used only to
improve performance and effectiveness and not to monitor employees.

Time-Wasters
Time-wasters refer to spending time on activities that are unimportant or less important.
There are two main categories of time wasters. The first category is self generated internal time
wasters and the second category is the external time wasters.
Example: A person may be spending too much time browsing the internet, when he/she is
supposed to be working on some other task. Wasting time on browsing the internet is an inherent
habit that keeps the person away from work.
Wastage of time can occur due to internal and external factors.

I. Internal time-wasters:
Internal time-wasters are internal situations that result in time wastage. Managers have to
identify their inadequacies of individuals and overcome them. Internal time-waters can be a
result of personal disorientation, procrastination, excessive socialization, poor communication
and inefficiency.

 Personal disorientation:
Habits are reflected in the way managers organize their work, desks, cabin, file cabinets,
etc. If managers develop the habit of attending meetings without preparation, it will result in a
waste of time for both the manager and those attending the meeting.
Disorientation is reflected in the way managers organize their work place and work. It
shows up in the way they handle telephone calls, use their time for meetings, attend to visitors,
etc.
Example: A cluttered or disorganized desk results in time being wasted.
A desk or cabin should be functional, which means that important documents and reports
should be easily traceable. The most important files should be labeled. It is very important for the
manager to organize files, information and data. This reduces the risk of overlooking important
files, and the piling up of unnecessary files.
 Procrastination:
Procrastination means postponing or avoiding taking important decisions or tasks because
they are difficult or unpleasant. People may also procrastinate because they fear failure.
Managers who procrastinate spent days together analyzing the problem or activity, wasting a lot
of time in the process.

 Excessive socialization:
In the global work environment, managers need a significant amount of time for
interaction. While socializing is essential for every successful manager, too much of it can be a
time-waster. When managers spend too much time socializing with colleagues, they involve
others’ problems, gossiping and discussing personal issues. This may result in wastage of work
hours.

 Poor communication:
Poor communication is a common time waster. Communicating inaccurate, unnecessary,
unnecessary and ineffective informative information creates misunderstanding, complicates
things and leads to a waste of time. Poor communication could be a result of not listening,
forgetting, interrupting a conversation, etc. for communication to be clear, managers should have
a clearly defined job responsibility, authority and goals.
Communication may be incoming or outgoing in organizations. The wastage of time due
to incoming communication involves receiving redundant or irrelevant information as also
information that is incomplete and insufficient. The wastage of time due to outgoing
communication involves detailed market report, redundant information, backup copies of reports
which results in confusion and disorganization.

 Inefficiency:
Inefficient work is a time-waster. A job done poorly, carelessly and hastily often needs to
be redone. Some managers work carelessly when they are in a hurry to meet a deadline. This
results in wastage of time and energy for the manager and the organization, as the work has to be
redone.

Conclusion:
 Clear goals, delegating, saying no, and relying on the resource base will help every
organization to deal better with time wasters because “time waits for no man”.

External Time Wasters

Situations that are external to a manager that result in wastage of time are called external time
wasters. They are beyond an individual’s control. External time wastage can occur due to the
following reasons

1. Interruptions.
This may be the telephone, people dropping into our office, unanticipated events or visitors,
anything that stops what we are doing. Interruptions prevent us from being focused; they pull
you away from important things at that moment. Time is wasted when we allow different areas
of your life to overlap into each other. Focus and time are lost when we allow our work and
personal life to interrupt each other. The same goes for the different things we are working on.
Keep them separate and don't allow them to interfere with each other. Focus on each specific
thing at a time.

2. Meetings.
Meetings can be a time waster if there isn't a specific reason, agenda and timeframe for holding
them. It's too easy to fall into the habit of holding meetings without realizing that some of that
time could be spent more effectively. A small amount of time clarifying the need and reason for
the meeting could save a lot of time in the long run.

3. Telephone, email and Internet.

These can also be interruptions and as with meetings, it's easy to spend quite a bit of time on the
telephone or internet without any real reason or intention. Time is wasted when we don't make
the best use of the time, when we are unclear about what we want to get out of what we are doing
and when we stay off the point and drift. It's so easy to justify to our self that we are working
hard when in fact what we are doing may serve no useful or effective purpose at all. It may be
just a distraction.
Time Abusers
A time abusers is a person who has a constant fear of being evaluated or being questioned
about his/her work by a superior and so resorts to procrastination. It is the internal condition of
that person. For instance, let us consider a manager who has a habit of procrastinating on
taking decisions. His/her procrastination for fear of taking the wrong decision. As time passes,
his/her procrastination results in a crisis. This results in wastage of time and resources for the
organization and the manager. Time abusers are people who have the fear of being evaluated,
fear of failure, fear of confrontation, etc. they can be mainly classified under there types.

1) The preemptive /proactive:

Preemptive people are always ahead of schedule. They finish assignment before time
and always seem to be in control of time. They are obsessed with deadlines and
schedules. They believe that meeting time effectively and be successful at work.
However, this obsession with deadlines often affects the quality of work and so the
work needs to be redone. This result in wastage of time. The preemptive person must
be taught the importance of quality of work.

2) The people pleaser/YES Man:

When a person takes more responsibilities than he can handle, he is called a YES man.
Such people rarely say ‘no’ so as to avoid confrontations. However, too much of this can
lead to over-commitment on unproductive task, resulting in wastage of time. This
condition can create conflicts with superiors if important tasks are put on the back
burner. The YES man must be taught the importance of time and of prioritizing work.

3) The perfectionist /the Analyzer:

A person who is obsessed with the quality of the result work is called a perfectionist or
analyzer. He/she is obsessed with producing quality work. So he/she takes more than
the allotted time to complete work. He/she takes too much time to perform even minor
activities (like replying to a mail). This obsession results in wastage of time and in
 missing deadlines. The perfection must be taught the importance of managing of
managing time and meeting deadlines.

Conclusion

Time plays a important role in each and every person’s life and managing time makes a person to
be successful and achieve the goals which is desired by him. Thus we need to manage the time
effectively and efficiently